Panorama Relationships and Households User Guide · 1.0 Maintain Client RelationshipTIP Pre-requisites: User is in the Immunization module (tab).. Client record has been created and

User Guide GENERAL Maintain Client Relationships • Maintain Client Relationship • View/Update Relationship • Remove Relationship

Maintain Household Information • Create Households • Delete Households • Update Household Members • Join Household to Another Household

GENERAL User Guide: Maintain Client Relationships Page 2 of 23

Revision History

Document History

Date Version Author Changes / Comments

August 18, 2014 0.1 Josie Salvail Initial Draft

August 20, 2014 1.0 Tracy Forbes Incremented to V1.0

January 20, 2015 1.1 Tracy Forbes Removed dates from footers

January 28, 2015 1.2 Tracy Forbes Updates from Dr. Shauna Hudson to align with Policies Documentation of Immunization Refusal and Do Not Use Functionality


Table of contents A. Introduction .......................................................................................................... 4

B. Steps to Maintain Client Relationships ............................................................. 6

1.0 Maintain Client Relationship .................................................................... 6 2.0 View/Update Relationship ...................................................................... 11 3.0 Remove Relationship ............................................................................. 13 4.0 Create Households ................................................................................ 14 5.0 Delete Household ................................................................................... 17 6.0 Update Household Members ................................................................. 18 7.0 Join Another Household ......................................................................... 21

Appendix A: New Relationship Value Sets (ER 590C Inverse Relationship in Household) ..................................................................................................... 23


A. Introduction This guide describes the steps to create a relationship (link) between a parent and child client record and how to associate clients who reside at the same address by adding a client to a household. Note that Saskatchewan is not currently implementing household functionality – it will be included in a future release. Related User Guides:

Search Client Maintain Client (Create, View, and Update Client Demographics)

Assumptions: The user has successfully logged into Panorama. The user has been assigned the appropriate security permissions to perform the tasks assigned to them.

Pre-requisites: User is in the Immunizations module (tab). A client record is in context. Menu Access: Maintain Client Relationships screen

View Households screen


Maintain Client Relationships

View Households

TIP: A client must first have a relationship with another client before creating a household for that client.


B. Steps to Maintain Client Relationships 1.0 Maintain Client Relationship

Pre-requisites: User is in the Immunization module (tab). Client record has been created and client is in context.

1.1 From the left-hand navigation under the Client Section, select Relationships.

Maintain Client Relationships screen displays, as shown below.

There are two methods of adding relationship information to a client record: • Create a Non-Indexed Client – The parent/guardian demographic

information is recorded within the child’s record, and not within her own clinical record. This may be appropriate if the parent/guardian will not be receiving service and will not have a clinical record.

• Find Client and Add as a Relationship – The parent/guardian has a record in the system and is linked to the child’s record. This is appropriate if the parent/guardian is receiving service and requires a clinical record.

1.2 From Maintain Client Relationships screen, click on Create Non-Indexed

Client.

1.3 From Maintain Non-Indexed Client screen, enter data into the required fields (*) in each section, and any other fields as per business standards.

TIP: A quick way to enter basic parent information on a child’s record (parent’s name / telephone number / address) is to use the Client Quick Entry screen. This is only available at the time of creating the child’s record. To access this Client Quick Entry screen, a client search must first be performed (similar to Create Client screen). For more information, see the Maintain Client User Guide. NOTE: Non-indexed clients can be linked to Panorama indexed clients via the Relationships link. However, a user is not able to search for or chart on a non-indexed client record.


1.4 Click Submit button.

TIP: In the Relationship to In-context Client section, the Relationship field is meant to capture, in this example, the mother’s relationship to the client in context (header information). In the Relationship from In-context Client section, the Inverse Relationship is captured. This field is auto-populated based on the value in the Relationship to In-Context Client field. NOTE: Appendix A lists Relationships and Inverse Relationships. TIP: Don’t forget to click the Add button after entering data into the Address fields. Multiple addresses can be added into the factory table.


The second method of adding a relationship is to link two existing client records together (e.g. a mother and a child). This method first requires that one of the client records is in context. Follow previous steps 1.1 (From LHN select Relationships).

1.2 From Maintain Client Relationships screen, click on Find Client and Add as

a Relationship. The Basic Search Criteria screen displays.

TIP: To quickly locate a client record, search on the client’s telephone number. This must be done through Advanced Search. The search may result in multiple family members if they share the same primary home number.


1.3 Enter search criteria for client (in this example, the mother’s client record),

then select Search. (Refer to the Search Client User Guide for more detailed information).

1.4 Scroll to the bottom of the page and view Client Index: Search Results section.

1.5 Select the appropriate Client ID radio button from the table to select the client, then click Select and Return.

Maintain Client Relationships screen redisplays with the client information populated in the header section, as shown in the screenshot.

1.6 From Maintain Client Relationships screen, scroll to Relationship Detail section.


1.7 Enter data for mandatory and required fields in the Relationship Detail

section such as the Relationship, Inverse Relationship and Effective From

Date, then click Submit.

Note: Effective from date should be the DOB for birth parents, and the actual effective from date for guardianship changes.

The Maintain Client Relationships page re-displays with an updated Summary

of Relationships to Client section.

NOTE: Recent Work functionality provides the ability to see a list of up to 6 most recent and unique contexts, and easily navigate back to those contexts. TIP: When creating newborn records, be sure to add the phone number. Household functionality only copies address information, not phone numbers.


2.0 View/Update Relationship

Pre-requisites: User is in the Immunization module (tab). A client record is in context, and has at least one Relationship 2.1 From the left-hand navigation under the Client Section, select Relationships. Maintain Client Relationships screen displays.

2.2 User selects an existing relationship by clicking on radio button and selects View/Update button. 2.3 The relationship information on the Relationship Detail section of the Maintain Client Relationships screen displays and allows editing of: [Relationship To In-Context Client], [Relationship From In-Context Client], [Effective To], [Effective From], [Comment], [Custodial Relationship], and [Validated indicator].


2.4 Change relationship information as required and then click Submit.


3.0 Remove Relationship

Caution: Ensure you are following clinical documentation best practice guidelines when deleting records. Pre-requisites: User is in the Immunization module (tab). A client record is in context, and has at least one Relationship From the left-hand navigation under the Client Section, select Relationships. Maintain Client Relationships screen displays.

3.1 User selects an existing relationship by clicking on radio button and selects

Remove Relationship button.

3.2 The System displays a prompt to confirm deletion of relationship, e.g., “The

relationship with <related client name> will be deleted. Confirm or Cancel.”

3.3 The User confirms the delete by selecting OK.

3.4 The System deletes the in context Client relationship and related Client’s inverse relationship.

3.5 A message is displayed indicating successful deletion of the relationship.


4.0 Create Households

Pre-requisites: User is in the Immunization module (tab). At least one Relationship exists for the in context Client. The Client in context has at least one active address, or at least one relationship has an active address.

4.1 From the left-hand navigation under the Client Section, select Households.

The View Households page displays, with the client in context information in the header section, as shown in the screenshot.

4.2 Select Create New Household, as shown in the screenshot.

The Create New Household page displays for the client in context, as shown below.

TIP: Display Active Only displays active address; Display All displays all active and inactive addresses.


4.3 Select the relationship address to be used as the address of the Household.

Select Continue.

4.4 The Maintain Household Memberships page displays with the household

address and the clients who have a relationship with the client in context, as shown below.


4.5 In the Household Members table, displays the clients within the household address.

4.6 If there are any other clients with a Relationship to the client, this client(s) will be displayed in Related Clients Eligible for Household Inclusion. Select these clients and click Add Related Client to Household, as required.

4.7 Click Close. A message is displayed indicating successful addition to the household.


5.0 Delete Household

Caution: Ensure you are following clinical documentation best practice guidelines when deleting records. Pre-requisites: User is in the Immunization module (tab). At least one Relationship exists for the in context Client.

The Client in context has at least one active address, or at least one relationship has an active address.


The View Households page displays, with the client in context information in the header section. 5.2 Select the Household radio button from the table and select Delete

Household.

5.3 A dialogue box will appear to confirm that the household should be deleted.

Select OK to confirm. A message is displayed indicating successful removal of the household. The View Households page redisplays with the updated information.

TIP: Once the Household is deleted for the client in context, the household is deleted for all of the members (i.e. the link that connects all the members is removed).


6.0 Update Household Members

Pre-requisites: User is in the Immunization module (tab). At least one Relationship exists for the in-context Client.

The Client in context has at least one active address, or at least one relationship has an active address.


The View Households page displays, with the client in context information in the header section.

6.2 Select the appropriate address radio button from the table and select Update

Household Members.

The Maintain Household Memberships page displays with the Household Address and the Household Members table.

6.3 To Remove Client from Household, select checkboxes in the Household

Members table indicate members of this household address. Then click Remove Client from Household.

TIP: Click Search and Add Client to add new members to the Household. These members need not have a relationship with any other member of the household. They do not need to have an address on file. TIP: If the household member is not found, the user may create a new client record, which will then be automatically added to the Household that is being updated.


6.4 To Add a New Member to the Household, click Search and Add Client. This takes you to the Search Clients screen. Once the client is found, select the radio button and click Select and Return. If the client is not found, create a new client.

6.5 The Maintain Household Memberships screen is displayed.

TIP: Always perform a thorough search before creating a new client record. Follow the appropriate jurisdictional guidelines in order to reduce the creation of duplicate records.


6.6 To remove client in context from the Household, select Remove in Context

Client from Household. The View Households page redisplays with updated information.

The household is no longer displayed because the Client in Context is no longer within that household. The household still exists for the other members. In order to see that household, go to Client Search, search for one of the other household members, and put the client in context, and then from the LHN, select Household. It will still exist for that client and the others.

NOTE: If you Remove In-Context Client from Household, the client will be removed from the household. The Household will still exist for the remaining members, and can be accessed by putting one of those household members in-context, and selecting Household from the LHN.


7.0 Join Another Household

Pre-requisites: User is in the Immunization module (tab). At least one Relationship exists for the in context Client.

The Client in-context has at least one active address, or at least one relationship has an active address.


The View Households page displays, with the client in context information in the header section.

7.2 Select Join Another Household.

The Join Households page displays with Relationship Households table.

NOTE: If a client has a relationship with another client that is currently in a Household; then the client could “Join Another Household”. The client in context must have a relationship with one member of the household that she will be joining. In order to add non-relatives to a household, just add these clients through the Maintain Household Membership screen (see section 6).


7.3 Select a relationship’s household to join by selecting the radio button next to the client’s name and select Continue.

7.4 The Maintain Household Memberships displays. The message displays that

the In-Context Client has been added to the Household. Select Close to View the View Households screen for the client in context.


Appendix A: New Relationship Value Sets (ER 590C Inverse Relationship in Household)

New relationship Value Sets

Relationship Inverse Relationship

Parent Child

Mother Child

Father Child

Child Parent, Mother, Father

Step Parent Step Child

Step Child Step Parent

Foster Parent Foster Child

Foster Child Foster Parent

Legal Guardian Legal Guardian Child

Legal Guardian Child Legal Guardian

Sibling Sibling

Spouse Spouse

Grandparent Grandchild

Grandchild Grandparent

Aunt Nephew, Niece

Uncle Nephew, Niece

Nephew Aunt, Uncle

Niece Aunt, Uncle

Cousin Cousin

Friend Friend

Relation Relation

Documents

Panorama Relationships and Households User Guide · 1.0 Maintain Client RelationshipTIP Pre-requisites: User is in the Immunization module (tab).. Client record has been created and